EXECUTIVE ADMINISTRATIVE ASSISTANT - COO

WATSON CLINIC LLP•Baltimore, MD

About The Position

Assists with updates and edits, and distributes all correspondence, memos, policies, evaluations, etc., for supervising administrative members. Maintains schedules for supervising administrative members. Interfaces with visitors to the suite, determines needs/ priorities, and schedules appointments or directs visitors as appropriate. Assigns conference rooms and coordinates technology needs, catering and room set-ups for all Clinic meetings. Answers the telephone, courteously responds to caller and directs calls to the appropriate individuals or department. Develops and maintains filing system for supervising administrative members. Opens, prioritizes and distributes mail as appropriate. Provides administrative support to Clinical Services including maintenance of Policy and Procedure manual, Kronos and statistical reporting. Assists with administrative support to other areas such as, Marketing, Materials Management, Quality Improvement, Pharmacy and Infrastructure Technology as necessary. Ability to create and maintain project plans and presentations. Responsible for collecting subject matter for newsletters. Works with members of project teams to ensure timely submissions of assigned materials. Maintains professional appearance and behavior and regards any clinic information as confidential.

Requirements

Associate’s degree or equivalent preferred (i.e., four years’ experience as an Executive Secretary).
Minimum of four years’ experience as an Executive Secretary or Administrative Assistant in a similar facility.
Previous experience in project management preferred.
Must be able to sit for prolonged periods of time.
Must be able to transition between sitting and standing through the scheduled work day.
Must be able to multi-task a variety of office functions.
The person in this position needs to occasionally move about the inside of the office to access file cabinets, office machinery, etc.
Constantly operates a computer and other office productivity machinery, such as a calculator, copier, fax, scanner, and computer printer.
Must have excellent fine motor skills.
The person in this position frequently communicates with Clinic staff, Site Managers, Directors, providers, patients, call center representatives, receptionists, Patient Financial Services, Managed Care, specialty pharmacies, etc .
Must be able to exchange accurate information in these situations.
Must have adequate visual skills.
Must be able to put away departmental supplies, weighing up to 25 pounds and must be able to push/pull rolling cart with supplies.
Exposure to blood-borne pathogens and bio-hazardous materials.

Responsibilities

Assists with updates and edits, and distributes all correspondence, memos, policies, evaluations, etc., for supervising administrative members.
Maintains schedules for supervising administrative members.
Interfaces with visitors to the suite, determines needs/ priorities, and schedules appointments or directs visitors as appropriate.
Assigns conference rooms and coordinates technology needs, catering and room set-ups for all Clinic meetings.
Answers the telephone, courteously responds to caller and directs calls to the appropriate individuals or department.
Develops and maintains filing system for supervising administrative members.
Opens, prioritizes and distributes mail as appropriate.
Provides administrative support to Clinical Services including maintenance of Policy and Procedure manual, Kronos and statistical reporting.
Assists with administrative support to other areas such as, Marketing, Materials Management, Quality Improvement, Pharmacy and Infrastructure Technology as necessary.
Ability to create and maintain project plans and presentations.
Responsible for collecting subject matter for newsletters.
Works with members of project teams to ensure timely submissions of assigned materials.
Maintains professional appearance and behavior and regards any clinic information as confidential.